CTCLINK STEERING COMMITTEE May 19 2020 Choi Halladay

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CTCLINK STEERING COMMITTEE May 19, 2020 • Choi Halladay, ctc. Link Steering Committee Chair,

CTCLINK STEERING COMMITTEE May 19, 2020 • Choi Halladay, ctc. Link Steering Committee Chair, Vice President for Administrative Services, Pierce College District • Christy Campbell, SBCTC Chief Technology Officer–ctc. Link Program

AGENDA ITEM DESCRIPTION MINUTES FACILITATOR 1. Welcome, Introduction of Members and Guests 2 Choi,

AGENDA ITEM DESCRIPTION MINUTES FACILITATOR 1. Welcome, Introduction of Members and Guests 2 Choi, Christy 2. Approval of May 5, 2020 Draft Minutes 3 Choi 3. Committee Membership Update • Welcome New Voting Member – Rodger Harrison • Committee Vacancies / Upcoming Vacancies – Update, Next Steps • ctc. Link Executive Leadership Committee (c. ELC) Membership update and Overall Governance Review 15 Choi/Christy 4. DG 3 -B May 11 Go-Live Update 10 Christy/Choi/Scot t ctc. Link Support Organization – Update 5. 6. DG 3 -B Support Update Support Organization Staffing Update ctc. Link Accessibility update Guided Pathways in ctc. Link update Credit Card Integration Update Grant, Dani 15 10 John Boesenberg 30 Christy 5 Choi ctc. Link Program Status 7. 8. Remediation and Replacement Solutions o Campus. CE – update o Online Admissions Application – update o Budget Planning – update Budget; Overall Status; Program Risks and Issues; Moran/QA; OCIO Agenda Items for Future Meetings & Meeting Closure 2

MEETING MINUTES – APPROVAL • May 5, 2020 3

MEETING MINUTES – APPROVAL • May 5, 2020 3

COMMITTEE MEMBERSHIP UPDATE Steering Committee Membership Update • Welcome New Voting Member • Rodger

COMMITTEE MEMBERSHIP UPDATE Steering Committee Membership Update • Welcome New Voting Member • Rodger Harrison, Bellevue College Executive Sponsor (Replacing Lisa Hjaltalin, CCs of Spokane) • Current & Upcoming Vacancies • One non-voting Project PM (Scott Mc. Kean served as interim) • One voting Executive Sponsor (Choi Halladay stepping down) • Committee Chair (to replace Choi) • Next Steps ctc. Link Executive Leadership Committee (c. ELC) Membership update 4

OVERALL GOVERNANCE REVIEW 5

OVERALL GOVERNANCE REVIEW 5

DG 3 -B MAY 11 GO-LIVE UPDATE • ctc. Link Project • Cascadia College

DG 3 -B MAY 11 GO-LIVE UPDATE • ctc. Link Project • Cascadia College • Pierce College District 6

CTCLINK SUPPORT ORGANIZATION DG 3 -B Support Update Support Organization Staffing Update ctc. Link

CTCLINK SUPPORT ORGANIZATION DG 3 -B Support Update Support Organization Staffing Update ctc. Link Accessibility update Guided Pathways in ctc. Link update 7

CREDIT CARD INTEGRATION UPDATE • SBCTC is petitioning for an exception to the State

CREDIT CARD INTEGRATION UPDATE • SBCTC is petitioning for an exception to the State Treasurer’s Office policy to allow us to issue an RFP to obtain merchant services • Community college system does not have authority to obtain merchant services independently for integrated credit card acceptance at the cashier window 8

CTCLINK PROGRAM STATUS 9

CTCLINK PROGRAM STATUS 9

ctc. Link Remediation & Solutions Status – April 27 to May 8, 2020 Solution

ctc. Link Remediation & Solutions Status – April 27 to May 8, 2020 Solution Status Completion Date Campus Solutions Financial Management Human Capital Management 7 of 45 remain open 5 of 39 remain open 3 of 25 remain open March 2020 Faculty Workload Complete March 2019 DRS Redistribution Absence Management Security Audit Controls Complete May 2019 April 2019 October 2019 Student Billing/Third-Party Billing Complete May 2019 Budget Planning Tool SOW Complete SOW in progress / BAC and WACTC approved ongoing college maintenance costs. Implementation ongoing Master Contract in Final Review Contracts Complete - April 2020 Online Admissions App Continuing Education Contracts Complete – April 2020 Solution Status RFP Publish Solution Decision Continuing Education • Master Contract approved and signed • Current work on subsequent SOWs for implementation integration is pending procurement and signature 10/15/2018 • SOW 1 – Complete for November Campus. CE Solution Discussion at Green River • Master Contract in finalization Online Admissions Application • Implementation Contract approved and signed • Begin working with vendor on implementation plan and roles and responsibilities of SBCTC staff N/A • Steering Committee approved solution, but not maintenance pricing. • WACTC approved maintenance pricing in March 2020 Budget Planning Tool • Finalized and approved SOW with Mythics • Meeting with Mythics to develop plan to begin implementation • Working with DG 2/DG 3 Colleges on summer availability for the initial implementation and deployment N/A • Contract Approved and Signed • Change Order to include DG 3 Colleges 10

Budget Status – as of April 30, 2020 G 11

Budget Status – as of April 30, 2020 G 11

Project Overall Status – April 27 to May 8, 2020 Overall Y • •

Project Overall Status – April 27 to May 8, 2020 Overall Y • • Schedule Y Program is on track, per timeline, scope and budget Repeatable DG conversion approach being finalized and validated with DG 4 COVID-19 Impacts being evaluated and mitigated Scope Y Monitoring scope and impact of schedule of: Budgeting Tool, Continuing Education, Online Admissions Application solutions Budget G Executive Summary The project is tracking per schedule, under budget. Scope review and definition continues due to rework of key solutions. Due to the COVID-19 outbreak and the "stay home" order, SBCTC and college teams continue working remotely. Each Deployment Group (DG) is engaged and all colleges have an Initiation or Implementation Work Plan: • DG 3 -A went live on March 9, 2020 and is now getting support from the SBCTC ctc. Link Customer Support organization. • DG 3 -B colleges have begun weekend conversion activities for the May 11, 2020 go-live, with an all-remote workforce. • DG 4 Business Process Fit Gap (BPFG) sessions schedule was previously paused to accommodate the split go-live schedule for DG 3. Due to COVID 19, BPFG sessions delivery is online only at this time. • DG 5 will kick off its implementation phase on May 26, 2020 with an approved late October 2021 go-live (specific date TBD). • DG 6 is in its Initiation Phase and continues public status reporting. Replacement Solutions: • Continuing Education – Campus. CE was chosen as the new CE solution. The Master Contract has been signed. Colleges have a choice to use/continue to use Campus. CE based on the original RFP pricing, or opt out of using the product. As previously planned, the project pays for initial Campus. CE implementation and integration to ctc. Link. Several colleges have already been working with Campus. CE to implement per the master contract. • Online Admissions Application – The implementation contract has been approved and signed for the new OAA solution, developed by Kastech. SBCTC will be meeting with Kastech to discuss the implementation approach and timing with Deployment Groups. • The Budget Planning Tool has been approved and contract signed. Preplanning for implementation will be integrated into the program schedule. Colleges will implement in groups, beginning with DGs 2 and 3. (Change Order will include DG 3 colleges). Work to begin this summer. • Requirements Traceability Matrix (RTM) needs to be updated to validate original RFP requirements have been implemented, tested, and end-users trained on the processes and functionality • • Currently tracking under budget Submitted for Gate 5 funding allotment Overall Status Summary per Deployment Group DG# PMOReported Status DG 2 Deployed DG 3 -A Deployed Comments • Transitioned to ctc. Link Support • May 11 Go-Live readiness DG 3 -B Y prep in progress • Fully remote implementation DG 4 Y DG 5 G DG 6 G • BPFGs in progress • College Homework • Begin Local Configuration • Working and reporting on Initiation Phase activities College/ Agency Self-Reported Status Clark, CCs of Spokane, SBCTC Lower Columbia, Olympic Cascadia Y Peninsula Y Pierce Y Centralia Y Edmonds Y Highline Y Seattle Y Wenatchee G Implementation reporting begins June 2020 Implementation reporting begin Nov 2020

Initiation Phase Completion Summary Dashboards – April 27 to May 8, 2020 As of

Initiation Phase Completion Summary Dashboards – April 27 to May 8, 2020 As of May 8, 2020 Target Percentage Before Implementation Bellevue College 68% 75% Bellingham Technical College 65% 75% Big Bend Community College 71% 75% Everett Community College 75% Grays Harbor College 74% 75% Green River College 73% 75% Skagit Valley College 68% 75% Whatcom Community College 75% As of May 8, 2020 Target Percentage for May Bates Technical College 26% 55% Clover Park Technical College 35% 55% Columbia Basin College 59% 55% Lake Washington Inst. of Technology 32% 55% Renton Technical College 29% 55% Shoreline Community College 47% 55% So. Puget Sound Community College 42% 55% Walla Community College 60% 55% Yakima Valley College 70% 55% DG 5 College/District DG 6 College/District Percentage of deliverables completed and tracked in Project Web App (PWA) by each college Project Manager (PM): • College Orientation & Resourcing • College Project Planning (from templates) • Conduct Initial Data Cleansing • Document Current Legacy Business Processes • Supplemental Systems Analysis 13

L Top Risks Reported – as of May 8, 2020 Risk Level Risk Description

L Top Risks Reported – as of May 8, 2020 Risk Level Risk Description Mitigating Actions DG 3 -B: Staff Readiness ctc. Link project team met with the colleges weekly to discuss this risk. During go-live weekend, colleges allowed a limited number of college PMs and SMEs to be on site to validate their data. Overall, it was a successful go-live weekend for both the colleges and project team; which represented a high level of readiness and preparedness for go-live. C H Two Risks: COVID-19 Health Concern and Impacts: 1) DG 3 -B Deployment Impact 2) DG 4 Full Remote Impact 3) DG 5 Start Impact based on DG 3 -B 4) Project Team Impact M H H C Critical H High M Submitted by (name, org/college), Deployment Group & Date DG 3 -B Impacted Risk Date: 4/13/2020 Resolved Date: 5/14/2020 Risk #93 High Low Susan Maxwell, Dani Bundy, Reuth Kim & DG 3 B College PMs ctc. Link PMO & College PMs LEGEND H Moderate Risk Owner (s) The coronavirus (COVID-19) outbreak is a fluid situation ctc. Link PMO which we are monitoring closely. For DG 3 -B, the remote plan for go-live was successful for both the colleges and project DG 3, DG 4, and DG 5 Impacted team. DG 4 continues to have BPFG sessions remotely. DG 5 Risk Date: 3/6/2020 careful planning is underway for BPFG sessions. Risk #90 & Risk #91 Top Issues Reported – as of May 8, 2020 Issue Level LEGEND: Christy Campbell, DB 3 B, DG 4 & DG 5 Project Managers L M Medium Low Submitted by (name, org/college), Deployment Group & Date Issue Owner (s) The project team does not provide a consistent method for uploading supplemental files, conversion cycle Deltas, and other configuration spreadsheets. This issue is true for all pillars. Most assignments are delivered in Canvas, but other files and spreadsheets are emailed to the colleges. ctc. Link Project team is aware of this issue and will be discussing this as part of the DG 4 meeting. Carrie Powell, Centralia PM ctc. Link Pillar PMs DG 4: Lack of a Baselined Schedule & Project Schedule Inadequate for College Planning (Two Issues Combined) An updated DG 4 Project Plan has been provided to the DG 4 PMs. Items that are tied to the solutions are dependent on status of contracts (there are placeholders in the schedule for these solutions). The ctc. Link project team will be setting up checkpoint meetings with the DG 4 PMs to provide better clarification of tasks and resources and discuss ways to align college based tasks. Carrie Powell, Centralia PM & Beth Farley, Edmonds PM & DG 4 PMs DG 3: Training DG 3 PMs have expressed concern based on conflicting activities that training timeline is not sufficient ctc. Link Customer Support is currently tracking all of the end-to ctc. Link PMO -end training requests for DG 3, conducting the trainings or offering other resources to support these requests. DG 3 Impacted Issue Date: 2/5/2020 Resolved Date: 5/14/2020 Issue #56 Issue Description Status Update DG 4: Inconsistent methods used by SBCTC for obtaining college configuration values DG 4 Impacted Issue Date: 5/11/2020 Issue #63 Eli Hayes DG 4 Impacted Issue Date: 4/24/2020 & 5/8/2020 Issue #61 & Issue #62 Dani Bundy 14

Overall Status ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, April 2020

Overall Status ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, April 2020 ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 REUTH STATUS Y PROJECT AREA DESCRIPTION / NOTES G SBCTC/ Governance DG 3 B College Presidents and Executive Sponsors have signed off on the schedule to the May go-live implementation. The request for Gate 5 funding was submitted to the State OCIO and State Office of Financial Management (OFM). G Project Management The PMO and all Project support staff have been working remotely. Work is progressing and team communications are challenging but the project team and Customer Support staff have adjusted accordingly. The PMO is making further mitigation plans and actions to deal with the immediate issues caused by the Covid-19 virus. PMO team remains focused on preparations for the May 11 DG 3 -B colleges go-live implementation. Y Phase Scope Y Schedule Status G Training For DG 3 -B, no additional new functionality is included within the phase scope during Go-live implementation. Also given the timeframe between DB 3 go-live and the planned date for DG 4, there may be additional scope changes included post DG 3 go live dependent on governance prioritization. Additional scope items will be planned and scheduled for future ctc. Link project delivery. It is important to note that deployed colleges will still be able to work with the current ctc. Link software functionality that will be replaced. The DG 3 -B go-live work effort is now scheduled to begin May 7. DG 3 -B Colleges will make a final go-live determination no later than May 6. After DG 3 -B go-live, the ctc. Link Project team is scheduled for 3 weeks of post go-live support to assist the colleges working closely with ctc. Link Customer Support. Changes were made to the schedule for DG 4 work activities. The project schedule has been impacted by DG 3 B priority and results in compression of timeframes for key activities. Training staff is now integrated with the ctc. Link Pillar functional support analysts to improve service delivery. Training members are tracking incoming requests that require training follow-up tasks. The Covid-19 impact on the colleges has elevated the importance of providing ctc. Link training through remote learning and communication services. The ctc. Link project has been working towards remote delivery of ctc. Link courses. More training of front-line administrative staff, a QA concern, is now happening at the DG 3 colleges. End-user training is now underway. Training team continues monitoring online training attendance and outcomes Y Testing Based on information provided to the QA team, the DG 3 B Colleges are keeping up with the preparatory testing and data validation work for their May 11 implementations. PMO continues making improvements in approach to SIT testing for DG 4 based on lessons learned with DG 3. G Configurations / Data Conversion Project technical team is gearing up for the May 11 conversion and implementation. Team is confident in the schedule and work scope based on the completion of the Dry Run. Local configuration workshops with DG 3 B colleges were held in April. Local Configuration Guides with supporting materials were posted in the ctc. Link Reference Center for the colleges. The People. Tools Update 8. 5. 7 was submitted and approved by the Working Group and is now targeted for implementation in August 2020. G Organizational Change Management QA remains concerned that business transformation projects like ctc. Link are under-estimated and understaffed by college executives. This ongoing concern was before Covid-19 happened. Now exists a new major challenge to our colleges that will require further adjustments in business operations. G Project Staffing Additional project staffing (supplemental consultants or new employees) changes occurring at this time will not immediately benefit the DG 3 B go-live implementation. Given Covid-19 and the remote work environment, the project morale remains good at this time since the implementation of DG 3 -A. Based upon QA remote meetings with ctc. Link staff, both Project and Customer Support teams are working well in the remote environment and remain focused. Y Technical Environment Analysis of the current post DG 3 -A support tickets indicates that 50 -60% are security-related. Implementing the People. Soft role security functionality has been extremely problematic for the colleges. The ctc. Link Project team has been heavily involved with supporting enhanced role security, including development of comprehensive training materials. The responsibility for the Security support is now transitioned from the ctc. Link Project to the IT Division. LEGEND Risk Description: GREEN Low risks may be encountered. NO immediate action needed YELLOW Moderate risks may be encountered. Serious deficiency and action item recommended. RED High risks may be encountered. Needs to be escalated and can impact project effort or cost. 15

Washington State Office of the Chief Information Officer (OCIO) Oversight as of May 2020

Washington State Office of the Chief Information Officer (OCIO) Oversight as of May 2020 WA State Office of the Chief Information Officer (OCIO) Oversight OCIO Conditions to new ctc. Link Investment Plan Approval Status ctc. Link Technology Pool Status and Gate # 1 Planning & Remediation Approved 1/1/2018 G 2 DG 2 – Initiation & Structure Phase Approved 1/1/2018 G 3 DG 2 – Construct Phase DG 3 – Initiation & Structure Phase Approved 1/1/2019 4 DG 2 – Transition & Deploy Phase DG 3 – Construct Phase DG 4 – Initiation & Structure Phase Approved 7/1/2019 5 DG 3 – Transition & Deploy Phase DG 4 – Construct Phase DG 5 – Initiation & Structure Phase Budget & Deliverables Submitted Pending Approval by OCIO G 6 DG 4 – Transition & Deploy Phase DG 5 – Construct Phase DG 6 – Initiation & Structure Phase Future 11/1/2020 G 7 DG 5 – Transition & Deploy Phase DG 6 – Construct, Transition & Deploy Phase Future 11/1/2021 Project must remain in line with SBCTC and OCIO policies Ongoing G -- G 2 QA (Moran) to report to ctc. Link executive sponsor and State CIO Complete G G 3 Follow pre-determined OFM funding gates and approvals Complete G 4 Monthly status reporting Complete G 5 Continue reporting on Remediation items in Integrated Work Plan Complete 6 OCIO approval of the 4 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application In Progress 7 OCIO must be notified prior to use of contingency funds N/A 8 Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 G G Ongoing for future DGs Complete Status Approved 1 G Y Pre-IT Pool Implementation, Stability & Remediation G Y Overall Status Note: New ctc. Link Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018. 16

AGENDA ITEMS FOR FUTURE MEETINGS June 2, 2020 June 16, 2020 17

AGENDA ITEMS FOR FUTURE MEETINGS June 2, 2020 June 16, 2020 17

QUESTIONS? Note: All material licensed under Creative Commons Attribution 4. 0 International License.

QUESTIONS? Note: All material licensed under Creative Commons Attribution 4. 0 International License.